Assistant to Vice Chancellor Academic Affairs

Position: Assistant to the Vice Chancellor for Academic Affairs
College: SOWELA

Department:
Academic Affairs

Sub department:

Type of Appointment:
Unclassified - Administrative/Staff

Salary:

Duties and Responsibilities:

Essential Duties and Responsibilities:

* Maintains thorough knowledge of the programs, operational structure, and Vice Chancellor's scope of responsibilities, priorities, and commitments

* Maintains frequent contact with public and private officials and other professionals for the VCAA's Office.

* Schedules appointments/meetings for the VCAA's Office making changes as necessary; maintains a calendar of activities and confirms engagements, makes travel arrangements, and requests travel reimbursements.

* Notes and coordinates commitments made by the VCAA during meetings and arranges for staff implementation.

* Determines the importance of matters at hand and prioritizes and takes appropriate action.

* Handles a wide variety of situations and conflicts involving the clerical administrative functions of the office. Responsible for confidential and time sensitive materials.

* Coordinates meetings and prepares agendas for staff/Deans' meetings.

* Assists at various meetings and functions as needed.

* Assists using all methods of communication: telephone, fax, email and/or personal contact.

* Screens visitors and telephone calls to the VCAA, assisting or referring the calls as appropriate.

* Reviews incoming reports and summarizes the reports.

* Prepares routine correspondence including letters, memoranda, and reports; may compose and type correspondence involving complex and non-routine matters; edits a variety of correspondence, materials and reports for completeness, accuracy and adherence to agency standards for VCAA's signature.

* Prepares and types a variety of contracts, interagency agreements, articulation agreements, manuals and other important documents, and renews as necessary.

* Assists in researching and preparing accreditation documents; may coordinate accreditation-related tasks

* Maintains and updates office files.

* Tracks and orders office supplies.

* Attends meetings, takes and transcribes minutes for staff/Deans' meetings, student and employee proceedings, and matters of security and of a confidential nature, and performs basic follow-up.

* Plans and coordinates the setup of meetings, researches and monitors pending issues for follow-up, develops agendas for future meetings, records and transcribes minutes, and maintains permanent records for accreditation purposes.

* Plans and coordinates special events, as needed.

* Relies on experience and judgment to plan and accomplish goals; must be self-motivated and possess a wide degree of creativity and latitude; may direct and lead the work of others.

* May assist with matters of a confidential nature, attending and recording minutes at meetings regarding confidential matters.

* Maintains the Academic Affairs webpage and web-portal sites.

* Checks and delivers mail for the VCAA and Dean of Instruction.

* Maintains an inventory of equipment and supplies for the Office of the VCAA and Dean of Instruction.

* Coordinates with the budgeting and business office, providing receipts, expense reports, purchase requisitions, etc.

* Performs other duties as required or assigned by the VCAA.

Required

Education:

An associate degree.

Required Experience:

Five years of experience as an administrative assistant or in a related function in a similar environment.

Required

Knowledge, Skills and Abilities:

• Proficiency in the use of standard office equipment and networked personal computers, utilizing a variety of software is essential that includes but is not limited to Microsoft Word, Excel, Outlook and PowerPoint.

* Individual must be a committed, motivated self-starter who is capable of initiating and completing work with little supervision and/or as a part of a team on larger projects.

* Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with attention to detail.

Required Licenses or

Certifications:

Preferred Education:

A bachelor's or an associate degree in Business/Office Administration or related field.

Preferred Experience:

Preferred

Knowledge, Skills and Abilities:

Benefits:
As a member…